Invoice workflow presets (formerly the AP Queue)

The AP Queue was a separate view of the same invoices. It is gone - everything it did now happens on the invoice list, as a row of presets above the table.

That means the workflow groupings come with the things the queue never had: per-column filters, sorting, paging, and the rest of the list's bulk actions. Nothing was removed; the KPI cards, the exception flags, the admin toggles, and bulk approve/reject all moved across.

Old links still work. A bookmark to the AP Queue opens the invoice list.

The presets

Open a project that contains invoices and stay on the Invoices view. The preset bar sits directly above the table, each preset showing a live count, with overdue and pending totals at the right-hand end of the same row:

Presets filter the same table you were already looking at, so a column filter and a preset combine: pick Exceptions, then type a vendor into the Vendor filter, and you get that vendor's exceptions.

PO and bank matching only count where there is something to match against. A project with no purchase orders never flags No PO match, and a project with no bank or credit card statements never flags No bank match, so an invoices-only project shows just the real gaps. Upload a purchase order or a bank statement to the project and the matching flags start appearing on invoices that aren't matched yet.

The Exceptions preset says, above the table, which of the two checks run in this project. Where a check has nothing to match against it says so, for example "No purchase orders in this project, so invoices aren't checked against POs."

Where a check does run, admins get a toggle next to it:

• Ignore PO matching - stop flagging invoices that don't match a purchase order, even in a project that has POs.
• Ignore bank matching - stop flagging invoices that don't match a bank-statement transaction, even in a project that has statements (useful before the period is reconciled).

The toggles apply to every project in the account. They're only shown on that preset because they only change that preset.

An invoice counts as PO-matched however the match was made: confirmed in the invoice's Purchase Order Matching card against an uploaded PO, matched to a QuickBooks or Xero purchase order, or linked to a PO by any other match. A matched invoice never reads No PO match.

Per-invoice flags

DocuClipper computes what's wrong granularly, so you can act on the exact gap rather than re-opening the invoice to hunt for it:

• Missing vendor - no vendor/supplier set, or one that isn't mapped to your accounting system.
• Missing invoice # - the invoice/reference number is blank.
• Missing amount - the total is zero or empty.
• Sync error - the last push to QuickBooks or Xero failed.
• Duplicate - flagged as a possible duplicate.
• No PO match - the project has purchase orders and this invoice isn't matched to one yet.
• No bank match - the project has bank or credit card statements and this invoice isn't matched to a bank transaction yet. Review suggestions in the Bank matches bar above the list matches the invoices whose payment DocuClipper found.

Anything with a flag lands in Exceptions, and the flag itself shows in the Needs attention column.

A due date is optional. Receipts usually don't have one, so a blank due date is never an exception; when an invoice does have one, it drives the overdue count and AP aging.

Two columns carry all of this, answering different questions:

• Status - where the invoice is: Needs review, Awaiting approval, Approved, Rejected, Sync error, Synced, or Paid. Once synced, the badge links straight to the document in QuickBooks or Xero.
• Needs attention - what is wrong with it: the exact missing fields ("Category on lines 2, 3"), the flags above, or the provider's error message. Reads Ready to sync when nothing is blocking it.

Bulk actions

Select rows with the checkboxes and the toolbar above the table offers Approve, Reject, Mark as duplicate, Clear duplicate flag, Set due date, and Delete. Approve and Reject came from the AP Queue; the rest were already on the list. (Approvals are a Business-plan feature.)

Paid-status sync from QuickBooks Online and Xero

DocuClipper tracks whether each invoice has actually been paid in your accounting system, so the Paid status reflects reality without you marking anything by hand.

How it works:

• The check runs lazily - DocuClipper refreshes paid status when you open the invoice list, not on a constant background poll, so it only spends an API call when you're actually looking.
• It looks up the still-unpaid bills and invoices in QuickBooks and Xero in batches. An invoice counts as paid when Xero reports its status as PAID (or amount due of 0), or when QuickBooks reports a remaining balance of 0.
• Once confirmed paid, the paid date is stamped on the record permanently, so it drops out of the "needs checking" set and the lookups get cheaper over time.
• Refreshes are throttled to about once every five minutes per project, so opening and closing the list repeatedly won't hammer the connection.
• Only bills (AP) and invoices (AR) are polled for an open balance; QuickBooks expenses/purchases are recorded as already paid.

A confirmed-paid invoice picks up the Paid status and drops out of Needs review (and out of AP aging). It stays visible under All.

Related

• Using the invoices list
• Invoice approval workflow
• AP aging report
• Vendor master
• QuickBooks & Xero two-way sync
• How DocuClipper detects duplicate invoices